Reproduction Services

The University of Alberta Archives offers digital reproduction services of items in our holdings for all types of media, including textual, photographic, documentary art, cartographic, electronic, and audio-visual records.

The Archives reserves the right to deny the reproduction of any of its holdings due to preservation concerns for a particular item. Legislation concerning personal information, copyright, and individual donor restrictions may also restrict reproduction of certain items. Each original format holds unique preservation and reproduction requirements; because information technology continually evolves, formats, policies, and procedures are numerous.

Reproduction costs (subject to change) are based on four factors:

  1. Cost of acquiring, processing, preserving archival material
  2. Cost of staff time to process order
  3. Desire to limit wholesale reproduction
  4. Nature of reproduction required


Ordering Policies and Procedures

  • All order forms must be completed in full and signed by the client before reproduction is carried out.
  • Researchers can download our Order Form and e-mail it to
  • All reproductions will be provided in digital format only.
  • The Archives may grant clients a once-only, world-wide, non-exclusive use of the material requested and must be appropriately attributed with full citation to the University of Alberta Archives according to the citation instructions below.
  • Regular digital service is five (5) business days from date of order.
  • Textual and graphic materials smaller than 11x14 may be digitized in-house at a cost of $15.00 per image, plus GST.
  • GST is not charged to University units.
  • Fees for images will not be charged when requested items have been previously digitized in TIFF format.
  • Invoices are available to all orders of $50.00 or greater.
  • Orders will not be filled until payment is received.
  • Audio visual materials (sound recordings and moving images) as well as oversized materials, including cartographic and architectural items, are digitized through vendors.
  • Materials digitized by vendors are completed at the cost of the researcher. No additional fees apply.
  • Vendor digitization is coordinated through the Archives. Depending on material type, vendor digitization may take between 5 days (rush orders) and 2 months to complete.
  • Digital images will be provided in either TIFF or JPEG format only.
  • TIFF: 600 DPI 100 MB for 8.5 x 11 Image

    JPEG: 300 DPI 5 MB for 8.5 x 11 Image

  • Payment may be made by cheque or credit card, or by indent for University units.
  • Visitors to the archives may photograph most materials for personal research purposes. The use of flash is not permitted.
  • The Archives holds some records containing personal information subject to the Alberta Freedom of Information and Protection of Privacy Act.The Archives observes the privacy provisions of the Alberta Freedom of Information and Protection of Privacy Legislation. Some material may not be available for reproduction. Researchers are encouraged to consult an archivist for further information.



Whether private records or university documents, all archival records carry a set of potentially complex unique characteristics that make their citation more difficult than published library material. To capture the precise provenance details for an archival citation may require additional research. In general an archival citation progresses from the specific to the general. A full item-level citation requires a title and date of the item, the name of the series (if appropriate) followed by the name of the fonds and its identifying number ending with the name of the institution.

For example:

Dr. H.M. Tory to C.S. Burgess [ca. 1913], Correspondence, Acc#71-213-1-6, C.S. Burgess Fonds, University of Alberta Archives

The Chicago Manual of Style (14th Edition) provides a thorough overview of documentation in Chapter 15. Section 15.277 concerns "manuscripts" and section 15.402 concerns "unpublished material."

For details of any specific citation researchers should consult an archivist.